Privacy Policy

Introduction

GoodBooks Software, LLC ("GoodBooks," "we," "us," or "our") is a nonprofit-focused accounting and donation management platform serving small nonprofits and volunteer treasurers. We are committed to protecting the privacy of individuals who use our platform. This Privacy Policy explains what information we collect, how we use it, and your rights regarding that information.

By accessing or using GoodBooks, you agree to the practices described in this policy. If you do not agree, please discontinue use of the platform.

Information We Collect

Information You Provide

We collect information you provide directly, including:

• Account registration data: name, email address, organization name, and password
• Nonprofit organization details: legal name, EIN, mailing address, and contact information
• Financial data: donor records, donation amounts, fund designations, and transaction history
• Banking and payment information: provided through our payment processor, Stripe (we do not store raw bank account or card numbers ourselves)
• Documents and files you upload to the platform
• Communications: messages you send to our support team or through the platform

Information Collected Automatically

When you use GoodBooks, we automatically collect certain technical data, including:

• Log data: IP address, browser type, operating system, pages visited, and timestamps
• Device identifiers and usage analytics
• Session data managed via secure, encrypted session tokens
• In-app analytics: we use Google Analytics within the GoodBooks application to track feature usage, navigation patterns, and tenant-level activity. Google Analytics does not receive personally identifiable information such as your name, email address, or any financial data.
• Error and diagnostic data: if a technical error occurs in your browser or on our servers, details about the error (error message, page involved, browser and operating system information) are sent to our error monitoring service, Better Stack. When you are signed in, these reports also identify your user account and organization (including your name and email address) so we can follow up on the problem you hit. See Error Monitoring & Diagnostics.
• Bot-protection signals: on sign-in, sign-up, password recovery, and public pages that take a payment, an order, or a request, Cloudflare Turnstile checks that a real person is using the page. See Bot Protection.

Information From Third Parties

We may receive information from:

• Stripe: payment and transaction metadata related to donations processed through your connected nonprofit account

How We Use Your Information

We use collected information to:

• Provide, operate, and improve the GoodBooks platform
• Process donations and generate donor acknowledgments on behalf of connected nonprofits
• Enable treasurer accounting, fund tracking, and financial reporting features
• Communicate with you about your account, updates, and support requests
• Send transactional SMS messages if you have opted in to GoodBooks SMS notifications
• Comply with legal obligations, including tax reporting requirements
• Detect fraud, abuse, or violations of our Terms of Service
• Send transactional emails about your account, and send account owners product updates and news about GoodBooks. You can opt out of product updates and news at any time using the unsubscribe link in any such email; account and billing notifications are not affected.
• Generate anonymized, aggregated insights for product improvement and benchmarking (no individual organization is identifiable in aggregated data)

How We Share Your Information

We do not sell your personal information. We share information only in the following circumstances:

• Service providers: We share data with trusted vendors who assist in operating the platform, under contractual data protection obligations. These vendors include: Stripe (payment processing), AWS (cloud infrastructure, file storage, and transactional email delivery through Amazon SES), Plivo (SMS delivery), Google Analytics (in-app usage analytics — no PII is transmitted), Zendesk (customer support and live chat, including AI-assisted chat), MailerLite (email marketing and newsletter delivery), Better Stack (error monitoring and diagnostics; signed-in users are identified in error reports; data stored in the EU), Cloudflare (bot protection on sign-in and public forms), and PostGrid (printing and mailing letters, postcards, and checks your organization chooses to send).
• Printed mail: When your organization mails a thank-you postcard, giving statement, invoice, or check through GoodBooks, the recipient's name and mailing address, your organization's name and return address, and the content of that piece are shared with our print-and-mail provider (PostGrid) solely to print and deliver it. See Printed Mail.
• SMS delivery: If you opt in to SMS notifications, your phone number is shared with our SMS provider (Plivo) solely for message delivery purposes.
• Email delivery: Your email address is shared with our transactional email provider (Amazon Simple Email Service, part of AWS) solely for the purpose of delivering account notifications, donor acknowledgments, and other platform-generated emails.
• Your organization: Treasurer-entered data is accessible to authorized users within the same nonprofit organization account.
• Legal compliance: We may disclose information if required by law, subpoena, or to protect the rights and safety of GoodBooks, our users, or the public.
• Business transfers: In the event of a merger, acquisition, or sale of assets, user data may be transferred as part of that transaction, with notice provided to affected users.

Analytics & Usage Tracking

GoodBooks uses Google Analytics within the application to help us understand how the platform is being used. This allows us to improve features, identify usability issues, and measure the overall health of the product.

What we track includes things like which features are accessed, navigation paths through the app, and activity at the tenant (organization) level. We do not send personally identifiable information (PII) — such as names, email addresses, financial records, or donor data — to Google Analytics.

Google Analytics uses cookies and similar tracking technologies. Data collected through Google Analytics is governed by Google's Privacy Policy. You may opt out of Google Analytics tracking across all sites using the Google Analytics Opt-out Browser Add-on.

Error Monitoring & Diagnostics

GoodBooks uses Better Stack, a third-party monitoring service, to detect and diagnose technical problems with the platform. When an error occurs — in your browser while using GoodBooks (including public donation and invoice payment pages) or on our servers — a diagnostic report is sent to Better Stack. These reports include technical details such as the error message, the page or code involved, browser and operating system information, and the organization subdomain where the error occurred. The service also records page views and browsing sessions within the application, which we use to measure error rates and find pages that are slow or broken.

When you are signed in to GoodBooks, these reports and sessions are linked to your user account: your user ID, name, and email address, and your organization's ID and name. This lets us see which users an error affected and contact you about it. Visitors to public donation and payment pages are not signed in, so their reports are not linked to a person. We do not send financial records or donor data to Better Stack.

Error data is stored on Better Stack's servers in the European Union and is governed by Better Stack's Privacy Policy.

Bot Protection

To keep automated scripts from abusing sign-in, sign-up, password recovery, and public pages that start a payment, place an order, or submit a request (such as donation, membership, fundraiser, invoice payment, and expense reimbursement pages), GoodBooks uses Cloudflare Turnstile. Turnstile runs a check in your browser that is usually invisible; occasionally it asks you to confirm you are human.

To perform the check, Cloudflare processes information such as your IP address, browser and device characteristics, and how the page is being used. When a form is submitted, GoodBooks sends Cloudflare the check's result token and your IP address to confirm it. Turnstile is used only to tell people from bots; it is not used by GoodBooks for advertising or to track you across websites. Cloudflare's handling of this data is governed by the Cloudflare Turnstile Privacy Addendum and Cloudflare's Privacy Policy.

Printed Mail

Organizations can have GoodBooks print and mail thank-you postcards, giving statements, invoices, and checks. These are sent through PostGrid, a print-and-mail service. For each piece, PostGrid receives the recipient's name and mailing address, the organization's name and return address, and the content of the piece itself (for example, a gift amount on a thank-you card, the list of gifts on a giving statement, or the payee and amount on a check). For mailed checks, the organization's bank routing and account numbers are sent to PostGrid so the check can be printed; GoodBooks keeps only the last four digits of the account number.

Nothing is mailed unless the organization chooses to send it, and contacts marked "Do Not Mail" are skipped unless the organization deliberately overrides that for a single piece. PostGrid uses this information only to print, mail, and track delivery of the piece, as governed by PostGrid's Privacy Policy.

Stripe & Payment Processing

Donation payments are processed through Stripe. When your nonprofit connects a Stripe account, donor payment information (including ACH banking details and card data) is collected and stored by Stripe, not GoodBooks. Stripe's use of that data is governed by Stripe's own Privacy Policy. We receive transaction metadata (amount, date, donor reference) to support your accounting records.

SMS Messaging

GoodBooks may offer SMS-based notifications to platform users who opt in. By providing your mobile phone number and consenting to receive SMS messages from GoodBooks, you agree to the following:

• Message types: SMS messages from GoodBooks are transactional in nature and may include account alerts, payment notifications, and platform updates. We do not send marketing or promotional SMS messages without separate explicit consent.
• Message frequency: Message frequency varies based on account activity. You will not receive unsolicited bulk SMS.
• Opt-out: You may cancel SMS notifications at any time by replying STOP to any GoodBooks SMS message. After sending STOP, you will receive a one-time confirmation message and no further SMS messages will be sent to that number.
• Help: Reply HELP to any GoodBooks SMS message for assistance, or contact us at support@goodbooks.app.
• SMS provider: GoodBooks delivers SMS messages through Plivo. Your phone number is shared with Plivo solely for message delivery and is governed by Plivo's Privacy Policy.
• Carrier charges: Message and data rates may apply depending on your wireless carrier plan. GoodBooks is not responsible for any charges your carrier imposes.
• Carrier liability: Carriers are not liable for delayed or undelivered messages.

For full details on our SMS program, see our SMS Terms.

Customer Support & Live Chat

GoodBooks uses Zendesk to provide customer support, including a live chat widget and an AI-powered support agent available on our website and within the application. When you interact with our support chat, please be aware that:

• Chat recording: Support chat conversations — including those handled by or assisted by the Zendesk AI Agent — are recorded and stored by Zendesk, a cloud-based service provider. As Zendesk's AI Agent discloses: "This chat is recorded using a cloud service and is subject to the terms of our Privacy Notice."
• Information shared: Any information you provide in a chat session (such as your name, email address, or issue description) may be stored in Zendesk and used by GoodBooks to respond to and resolve your support request.
• AI-assisted responses: Our support chat may use Zendesk's AI Agent to provide automated responses. These interactions are subject to Zendesk's own data processing terms.
• Zendesk's privacy practices: Zendesk's handling of chat data is governed by Zendesk's Privacy Notice.

We recommend that you avoid sharing sensitive financial information (such as account numbers or Social Security numbers) through the support chat.

Data Retention

We retain your account data and financial records for as long as your account is active. Upon account termination, we will retain your data for up to 30 days following termination so that you may request an export. After that 30-day window, your data is queued for deletion. Complete removal from all systems, including backups, may take up to an additional 90 days.

Certain records may be retained longer as required by applicable law, including IRS record-keeping requirements applicable to nonprofit organizations.

System Backups

GoodBooks maintains automated system backups for operational continuity and disaster recovery purposes. These backups are not a user-facing data recovery service. If you delete data within the platform, GoodBooks does not guarantee that deleted data can be recovered from backup. Any recovery from backup is at GoodBooks' sole discretion.

Security

We use industry-standard security measures to protect your data, including encrypted data transmission (TLS), encrypted session management, and access controls. We carry Errors & Omissions, General Liability, and Cyber Liability insurance. While we take these precautions seriously, no system is completely immune to unauthorized access, and we cannot guarantee absolute security.

Your Rights

Depending on your location, you may have rights to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete data
• Request deletion of your data, subject to legal retention requirements
• Object to or restrict certain processing of your data
• Export your data in a portable format
• Opt out of product updates and marketing emails at any time via the unsubscribe link in those emails

To exercise any of these rights, contact us at privacy@goodbooks.app. We will respond within a reasonable timeframe and no later than 30 days of receiving your request.

Children's Privacy

GoodBooks is not directed at children under 13. We do not knowingly collect personal information from children under 13. If we become aware that we have done so, we will take steps to delete that information.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of material changes by posting an updated policy on our website and, where appropriate, by email. Continued use of the platform following notice of changes constitutes your acceptance of the updated policy.

Contact Us

If you have questions or concerns about this Privacy Policy, please reach out: